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December 17, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Reyher, President, on Wednesday, December 17, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Ken Rottmen, Vice President
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Ed Frank, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Robin Kohn, Public Relations
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Hazel Thomas and seconded by Don Martin to approve the Minutes of the regular Board meeting of November 19, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2008, shows an Operating Fund balance of $1,072,097.11 and a total funds balance of $2,880,192.81. The Operating Fund received in November $794,732.66. We received the remainder of the first half of our property taxes, Cagit and Property Tax Replacement Credit. The Operating Fund expended $166,011.61.
B. Approval of Bills: It was brought to the Board's attention that
an additional bill was added to the list on the third page. It is for G.P.
Maintenance in the amount of $3,260.00 as the final payment. Motion was made by
Sam Ferguson and seconded by Ed Frank to approve the List of Warrants of
December 17, 2008, as presented. All yea. No nay. Motion carried.
_____
Page 2 (Continued from IV. Financial Reports)
C. Encumbrances: Board approval is needed for the certification of the following 2008 encumbrances: Line 2- Supplies - $2,885.52 and Line 45 - Materials - $55,633.36 for a total 2008 Operating Encumbrances of $58,518.88. Motion was made by Don Martin and seconded by Cheryl Bohlim to approve the 2008 operating encumbrances as presented. All yea. No nay. Motion carried.
D. Line Transfers: Where it has been shown that certain existing appropriations now have unobligated balances which will not be needed for the purposes for which appropriated, and others have deficit balances, it is therefore resolved that the following existing appropriation surpluses and deficits be transferred as follows:
Minor Transfers
From Line 1120 (Salary of Assistants) to Line 1130 (Salary of Maintenance) - $3,460.74
From Line 35 (Utilities) to Line 36 (Repairs and Maintenance - $11,127.30
From Line 35 (Utilities) to Line 39 (Other Charges) - $6,024.00
Motion was made by Hazel Thomas and seconded by Ed Frank to approve the resolution for minor transfers as presented. All yea. No nay. Motion carried.
E. Transfer to LIRF: It was brought to the Board's attention that the amount being transferred to LIRF is half of what we normally transfer but a new "Rainy Day" fund is being established which will be discussed later on in this meeting. Board authorization is needed to transfer the appropriated sum of One hundred-forty thousand dollars and no cents ($140,000.00) from the Library Operating Fund to the Library Improvement Reserve Fund. Motion was made by Hazel Thomas and seconded by Sam Ferguson to approve the transfer of $140,000 to LIRF from the Operating Fund. All yea. No nay. Motion carried.
F. Advance Draw Resolution: Be it resolved by the Board of Trustees of
Michigan City Public Library, LaPorte County, Indiana, that the Treasurer of
LaPorte County be informed of the library's need for advance draws of Property
Tax funds from the December Settlement. Motion was made by Sam Ferguson and
seconded by Ed Frank to approve the Advance Draw Resolution as presented. All
yea. No nay. Motion carried.
_____
Page 3 (Continued from IV. Financial Reports)
G. Budget Reduction: Be it resolved, by the Board of Trustees of the Michigan City Public Library, Michigan City, LaPorte County, Indiana, to authorize a reduction of the 2008 budget, if necessary. This resolution will allow the 2008 budget to be reduced by an amount not to exceed $209,000 in order to fund the 2009 budget. Motion was made by Dr. Rottman and seconded by Sam Ferguson to approve the Budget Reduction Resolution as presented. All yea. No nay. Motion carried.
H. Indiana Bond Bank Rollover Program Resolution: Motion was made by Ed Frank and seconded by Dr. Rottman to approve the Resolution for Indiana Bond Bank's 2008 Year-End Warrant Assistance Program. All yea. No nay. Motion carried.
I. Other: No report.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS:
VII. DIRECTOR'S REPORT: Mr. Glossinger reported that the Reference
Department showed an increase in usage for many of the services, including
reader/printers, newspapers, magazines and other collections and services.
Grants were applied for from K-Mart and Urban Enterprises for money in 2009 for
the Literacy Program. We received $6,000 from the Community Enrichment
Corporation and another $6,000 from donations. Mrs. McKinney will be redoing the
Learning Center book collection which she has been wanting to do for quite
awhile. Mrs. McKinney reported another success story regarding one of our ELS
students. He says that his work requires him to work with the public and this is
a problem because of his limited English. The tutor has helped him understand
some common expressions that he often hears from local people. She has worked
with him on his responses. She is also helping him learn words that are job
related and build his overall vocabulary. He reports this has made it possible
for him to communicate better on the job and is thankful for the help he is
receiving. Youth Services' Family Fun Night program which featured Santa and
Mrs. Claus drew 200 people. Mr. Smith will be making the initial application in
the 2009-2010 Universal Service Fund cycle this month.
_____
Page 4 (Continued from Director's Report)
The Main Street "Snow Flake Parade" was held in the Park this year instead of the Library Plaza. The theme was Winter Wonderland. Mr. Glossinger also reported that he met with Andy, Marty and Fanning-Howey for a preliminary investigation on the window seal replacement project. Sometime in the early new year a meeting will be held with the Building and Grounds Committee. Mr. Glossinger also met with the Friends and because our Endowment Earnings Fund was well funded this year, our Friends are able to start a trust. This will be discussed at a later date. Mr. Glossinger met with Department Heads as Beth Thiede will be job shadowing each department to learn the intricacies of each.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: Cheryl Bohlim reported that the Committee met on December 4 and Mr. Glossinger recommended that an across the board increase of 3.5% be given to all employees in the form of a one-time payout. This amount was planned for in the 2009 budget. Motion was made by Cheryl Bohlim and seconded by Sam Ferguson to give all employees a 3.5% across-the-board increase as a one-time payout, to be payable on January 16, 2009.
Six yea. No nay. One abstained. Motion carried.
Cheryl Bohlim also reported that it was recommended that staff receive extra vacation days based on longevity of service to the library according to the following schedule:
5 years = 1 additional day
10 years = 2 days
15 years = 3 days
20 years = 4 days
25 years = 5 days
Motion was made by Cheryl Bohlim and seconded by Dr. Rottman to give staff 1
extra day of vacation per 5 years of service, with a maximum of 5 days,
effective January 1, 2009. All yea. No nay. Motion carried.
_____
Page 5 (Continued from VIII. B. Personnel Committee Update)
It was also recommended by Mr. Glossinger that the seasonal employee who helps with snow removal be paid $15 per hour. He currently makes $10 per hour. Motion was made by Cheryl Bohlim and seconded by Dr. Rottman to pay the seasonal employee $15 per hour, effective immediately. All yea. No nay. Motion carried.
It is recommended that the salary range of the Controller, Specialist I, be changed to $50,000 - $75,000, which is the salary range of the Assistant Director. This change reflects the ranking this position holds in the organization as part of the Administration Team and third in charge of the library. Motion was made by Cheryl Bohlim and seconded by Hazel Thomas to change the range of the Controller's salary to $50,000 - $75,000. All yea. No nay. Motion carried.
It is recommended that the salary of the Controller be increased from the current salary of $38,263 to $53,500. This places the salary of the position third in the organization, reflecting the appropriate level of pay for this position. The Controller recently completed a Master's degree in accounting. Motion was made by Cheryl Bohlim and seconded by Dr. Rottman to increase the salary of Controller to $53,500, effective January 1, 2009. All yea. No nay. Motion carried.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: Sam Ferguson reported that the
Committee met on December 10, 2008, and discussed the library's overall
financial state as reported by the senior management team. Mr. Glossinger
recommended a Rainy Day Fund be established at this time in order to transfer
unused appropriations from the Operating Fund. The following is a Resolution to
Establish a Rainy Day Fund: "The Board of Trustees of Michigan City Public
Library finds that the purposes of the Operating Fund have been fulfilled and it
is necessary to establish a Rainy Day Fund. This fund will receive transfers of
unused and unencumbered Operating Funds, as well as any supplemental
distributions of County Adjusted Gross Income Tax as prescribed by IC
6-3.5-5.1-21.1.
_____
Page 6 (Continued from VIII. D. Rainy Day Fund Resolution)
Balances in this fund may be used for any purpose for which tax monies are legally permitted to be used. The fund shall be subject to the same appropriation process as other funds that receive tax money. Before making appropriations from this fund, the Board of Trustees shall determine that the proposed use of the Rainy Day Fund is consistent with the intent of the fund." Motion was made by Sam Ferguson and seconded by Dr. Rottman to adopt this Resolution to Establish a Rainy Day Fund as presented. A discussion ensued. Mr. Glossinger said that this will give more flexibility to determine how we can use this money in case of shortfalls. A vote was called. All yea. No nay. Motion carried.
F. Technology Committee Update: No report.
G. Nominating Committee Update: Don Martin reported that the Nominating Committee met on December 10, 2008, to discuss the slate of officers for 2009. The Committee would like to make the following nominations for board officers in 2009:
There were no other nominations. Motion was made by Don Martin and seconded by Sam Ferguson to approve the above nominations as officers of the board for 2009. All yea. No nay. Motion carried.
IX. NEW BUSINESS:
A. Endowment Fund Budget: Motion was made by Dr. Rottman and seconded by Sam Ferguson to approve the Endowment Earnings Fund 2009 budget of $45,000 as presented. All yea. No nay. Motion carried.
B. Platt/Coffin Fund Budget: Motion was made by Dr. Rottman and
seconded by Sam Ferguson to approve the Platt/Coffin budget of $25,000 for 2009
as presented. All yea. No nay. Motion carried.
_____
Page 7 (Continued from IX. New Business)
C. Programming Fund Budget: Robin Kohn reported that this is the 25th year for the Library's Writing Out Loud series so the budget reflects this by an increase in programs. Motion was made by Dr. Rottman and seconded by Cheryl Bohlim to approve the Public Relations budget of $22,655.00 for 2009 as presented. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, January 28, 2009, at 2:00 PM in the Meeting Room.
XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.
November 19, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Reyher, President, on Wednesday, November 19, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Ken Rottman, Vice President
Don Martin, Secretary
Hazel Thomas, Assist. Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Ed Frank, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secy.
Don Varda, Lib. Development
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Don Martin to approve the Minutes of the regular Board meeting of October 22, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2008, shows an Operating Fund balance of $443,376.06 and a total funds balance of $2,253,649.67. The Operating Fund receipts to date are $508,626.96 which includes partial property taxes. The Operating Fund expenditures to date are $231,976.87. We paid part of our Indiana Bond Bank loan in October.
B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Hazel Thomas to approve the List of Warrants of November 19, 2008, as presented. All yea. No nay. Motion carried.
C. Indiana Bond Bank 2009 Resolution: The Resolution was submitted in
the packet. We are asking for just over a million dollars which we will receive
in January. Motion was made by Ed Frank and seconded by Hazel Thomas to proceed
with the process of borrowing from Indiana Bond Bank for 2009.
_____
Page 2 (Continued from IV. Financial Reports)
D. Indiana Bond Bank 2008 Rollover Program: Indiana Bond Bank is offering a rollover program for our 2008 warrant which we still owe $1,598.866. To proceed with this program we need to pay a rollover fee and pay off of all accrued interest by December 31, 2008. Motion was made by Sam Ferguson and seconded by Don Martin to pay Indiana Bond Bank a fee of $3,250 by December 12, 2008, in order to participate in their rollover program. All yea. No nay. Motion carried.
Motion was made by Sam Ferguson and seconded by Dr. Rottman to pay off all accrued interest in the amount of $27,257.64 owed to Indiana Bond Bank by December 31, 2008, in order to participate in the rollover program. All yea. No nay. Motion carried.
E. Other: The auditor completed her examination of our records for 2006 and 2007. Her report will have no comments or exceptions. This is the second "no comment" audit in a row for the library.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Dr. Rottman and Mr. Glossinger attended the Regional Community Session of the Indiana Public Library Coalition Focus Group at Lake County Public Library. The intent is for librarians to have some input in the upcoming session where the Governor and the State Library are going to recommend consolidation of libraries. Mr. Glossinger will keep the Board informed of any reports regarding this matter.
Dan Schaaf has been busy working with Reference staff to get the new internet
reservation system up and running. There have been expected bumps along the way
but everyone is working together to accomplish this much-needed service.
Furniture and newspaper racks were moved to accommodate this service. The
changes make it much less noisy for those trying to read newspapers and
magazines and keeps the internet users closer to the reservation announcement
system.
_____
Page 3 (Continued from VII. Director's Report)
Patrons are discovering and using the two new self-checkout machines that are stationed in the Circulation Department. The machines are fast becoming favorites of the teen-age crowd.
We are now expanding our homebound offerings. We are now able to offer patrons audio books on cd, music cds, and non-fiction dvds as well as printed material. We hope that this will expand our homebound base and maybe encourage some patrons who have vision challenges to take advantage of these additional options.
The Writing Out Loud series concluded for the season. We had a very successful year.
There is an error in the statistics under computer use for the Youth Services Department which will be corrected next month - 20% increase not 75%.
Our statistics show an increase of 1% in total circulations and 1% increase in traffic compared to last year.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
G. Nominating Committee: Mr. Reyher appointed Don Martin as Chairman of this Committee with Sam Ferguson and Ed Frank as members. This was agreeable to them. A slate of officers will need to be ready by the December Board meeting.
IX. NEW BUSINESS: Mr. Glossinger reported that he and Mr. Smith are
going to meet with representatives from Fanning/Howey on Monday to do a
preliminary inspection of the window seals to find out what needs to be done and
how big a project this is going to be. They will then be meeting with the
Building and Grounds Committee
_____
Page 4 (Continued from IX. New Business)
Mr. Glossinger said that the Personnel Committee and the Budget and Finance Committee will need to meet in December.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: Mr. Reyher, Dr. Rottman and Mrs. Thomas said they are unable to attend the next regular Board Meeting on Wednesday, December 17, 2008, at 2:00 PM in the Meeting Room. We will have a quorum with the other four members of the Board on this third Wednesday of the month.
XIII. ADJOURNMENT: Motion was made by Don Martin and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:20 PM.
October 22, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees'
meeting was called to order by Dr. Rottman, Vice President, on Wednesday,
October 22, 2008, at 2:00 PM. This regularly scheduled meeting was held in
accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Sam Ferguson, Member
Ed Frank, Member
Others in attendance:
Don Glossinger, Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Those members absent:
Robert Reyher, President
Cheryl Bohlim, Member
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Don Martin and seconded by Sam Ferguson to approve the Minutes of the regular Board meeting of September 24, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2008, shows an Operating Fund balance of $393,879.97 and a total funds balance of $2,259,062.58. The Operating Fund received in September $7,680.11 and expended $193,824.36. The Cash Flow Statement was included in the packet for review.
B. Approval of Bills: The credit card bill and film rental were among the bills added to the List of Warrants. Motion was made by Hazel Thomas and seconded by Sam Ferguson to approve the List of Warrants of October 22, 2008, as presented. All yea. No nay. Motion carried.
_____
Page 2 (Continued from IV. C.)
C. Other: We received some property tax revenue of approximately $490,000 and we made a payment to Indiana Bond Bank for our 2008 loan in the amount of $228,000. We received word today that we will not be receiving the additional $48,000 from the Bond Bank as we would be above the limit. The positive side is we would be saving interest; and our cash flow is okay, we are under budget. They will be offering the rollover program again and we will be able to ask for more in 2009.
V. CORRESPONDENCE: Don Martin reported that Leonard J and Irene Brown Foundation, Inc. donated $100 to Writing Out Loud. Total donations for this year's program is $1,020. In 2007 our donations for WOL totaled $825.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Mr. Glossinger thanked Cyndie McKinney, Robin Kohn and Lori Richardson for planning and working out the details of the "Time Out for Reading" program. The program went well. Don Glossinger also thanked our readers: Tod Allen (WEFM), John Kintzele (Assistant Chief of Police), Mayor Chuck Oberlie. Mr. Glossinger also participated.
We received a reimbursement of $11,336.72 from AT&T for the 2007-08 Universal Service Fund. This reflects an average of 70% off our annual phone bills. Mr. Smith will be starting the application for the 2009-2010 USF cycle in December.
Michelle Burkhart assisted a staff member of Greenwood Cemetery in locating the date of death and last residence of a former library volunteer. Michelle did some major searching and we are pleased that she was able to find the information needed. It is good to be able to help other community organizations.
Thanks to Robin Kohn, we now have a new book list available to the public - "Entertainment Weekly's 100 Best Reads from 1983 to 2008."
The Library celebrated its 111th Birthday and Mr. DeYoung,
Director Emeritus, filled in for Mr. Glossinger who was unable to attend because
of Yom Kippur.
_____
Page 3 (Continued from VII. Director's Report)
One of our English as a second language students told us that she took her citizenship test and passed. Then she brought in papers for voter registration to make sure she had them filled out correctly. She is excited to vote for the very first time in this year's election.
The painting and air condition heating unit projects are now completely done. The balancing of the new system and adjustment of the dampers has been accomplished. Both projects finished before deadline and within budget. No extra money was needed for the balancing.
Mr. Glossinger and Dr. Rottman will be attending a meeting tomorrow morning at the Lake County Library sponsored by the Indiana Library Coalition. These are community forums that are being held all over the state. We understand that lobbyists have been hired to push for the Blue Ribbon Commission's recommendations. Many feel there are inaccuracies in that report and they should be addressed so that the Legislature can get the full story before they take any of this under consideration.
We have some beautiful photos ready to be placed on the walls of the building thanks to Don Varda who took the photos and Walt Bukva of Bukva Imaging who did sizing and enhancing of the photos. Mr. Glossinger also thanked John Martinas of the Park Board for giving Don Varda special attention to get some of the zoo photos.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: They are working on the finishing touches of the trust. We will be getting together with the Friends to go over what we need from them. We will be scaling back what we ask for in 2009.
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
_____
IX. NEW BUSINESS: The Minutes of the Special Meeting of October 20, 2008, needs Board approval. Motion was made by Ed Frank and seconded by Sam Ferguson to approve the Minutes of the Special Meeting of October 20, 2008, as presented. All yea. No nay. Motion carried.
A. Library Holiday Closings for 2009: Motion was made by Hazel Thomas and seconded by Don Martin to approve of the Library Holiday Closings for 2009 as presented. All yea. No nay. Motion carried.
B. Board Meeting Dates for 2009: Motion was made by Hazel Thomas and seconded by Don Martin to approve the Library Board Meeting dates for 2009 as presented. All yea. No nay. Motion carried.
X, PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board Meeting on Wednesday, November 19, 2008, at 2:00 PM in the Meeting Room. Note: This is the third Wednesday because of the holiday.
XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Hazel Thomas to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:25 PM.
October 20, 2008 [To The Top]
MINUTES OF THE SPECIAL BOARD MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' Special Board Meeting was called to order by Mr. Robert Reyher, President, on Monday, October 20, 2008, at 2:00 PM. This special meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Kenneth Rottman, Vice President
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Those members absent:
Don Martin, Secretary
II. PUBLIC COMMENTS: No comments.
III. RESOLUTION FOR 2008 INDIANA BOND BANK SERIES D BORROWING.
The paperwork for additional borrowing in the amount of $48,877 from the Indiana Bond Bank needs approval. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to approve the Indiana Bond Bank Resolution for Series D borrowing. Mr. Frank asked why this could not have been approved at the regular Board meeting. The reason is we have a time limit and it has to be completed before the regular Board meeting.
IV. PUBLIC COMMENTS: No comments.
V. ADJOURNMENT: Motion was made by Ms. Bohlim and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. Motion carried. Meeting adjourned at 2:05 PM.
September 24, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Rob Reyher, President, on Wednesday, September 24, 2008, at 2:06 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Cheryl Bohlim, Member
Sam Ferguson, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant
Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn,
Public Relations
Those members absent:
Dr. Ken Rottman, Vice President
Hazel Thomas, Assistant Secretary
Ed Frank, Member
II. PUBLIC COMMENTS: No comments.
III. MINUTES:
A. Regular Board Meeting: Motion was made by Sam Ferguson and seconded by Don Martin to approve the Minutes of the regular Board meeting of August 27, 2008, as presented. All yea. No nay. Motion carried.
B. Special Meeting for Public Hearing: Motion was made by Sam Ferguson and seconded by Don Martin to approve the Minutes of the Special Board meeting of September 10, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The State of Receipts and Disbursements for the
month ended August 31, 2008, shows an Operating Fund balance of $580,024.22 and
a total funds balance of $2,437,560.10. The Operating Fund received in August
$7,469,24 and expended $235,107.00. The Cash Flow Statement was included in the
packet.
_____
Page 2 (Continued from IV. Financial Reports)
B. Approval of Bills: Two additional bills were added to the List of Warrants: The credit card bill and Walmart bill. Motion was made by Don Martin and seconded by Sam Ferguson to approve the List of Warrants of September 24, 2008, as presented. All yea. No nay. Motion carried.
C. Approval needed to Adopt 2009 Budget: The estimated 2009 budget for the Operating Fund is $3,143,824. The estimated 2009 budget for the Library Improvement Reserve Fund is $200,000. The tax rate is .1459. Motion was made by Sam Ferguson and seconded by Cheryl Bohlim to adopt the Library's 2009 budget as presented. All yea. No nay. Motion carried.
D. Indiana Bond Bank: Board approval is needed in order to follow through with the borrowing of funds from the Indiana Bond Bank for the year 2009. The process remains the same as previous years. No interest rate has been stated yet; however, 2007's rate was 3.68% and 2008's rate is 2.39%. The initial amount to be borrowed is estimated to be between $800,000 and $900,000. This is based on cash flow projections for 2009 using budgeted figures. Motion was made by Sam Ferguson and seconded by Don Martin to proceed with the 2009 Indiana Bond Bank borrowing. All yea. No nay. Motion carried.
E. Other: The Indiana Bond Bank is offering a MidYear Series D borrowing for 2008, with funds to be distributed on October 23. According to their cash flow template, we may be able to get up to $50,000. This will help us maintain a positive cash flow until we receive our tax draw from the provisional bills. The documents have been submitted and a special meeting in October may be necessary.
The provisional tax bills were mailed today and are due by October 24. We should be receiving money in early to mid November.
The following resolution needs Board approval: Whereas an Application for
Payment has been submitted from Fanning/Howey Associates on behalf of G.P.
Maintenance Services, and
_____
Page 3 (Continued IV. E. "Resolution on behalf of G.P. Maintenance Services")
The Board of Trustees of the Michigan City Public Library hereby resolve to authorize the Treasurer to process the payment to G.P. Maintenance Services in the amount of $24,562.25, payable upon satisfactory completion of the work as determined by the Director.
Mr. Glossinger said the reason for this resolution is that there are a few maintenance issues from the painting project. They are in the process of being fixed. When these issues are resolved a check will be made.
A vote was called. Motion was made by Don Martin and seconded by Sam Ferguson to approve the above resolution as presented. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Don Martin reported that "The Vivians" from the Elks Club donated $200 and Mr. Wade Lewis donated $25 to the Library's Literacy Program. The total donations this month for our Writing Out Loud Program totaled $510 from many patrons. The correspondence will be filed in the Library's office.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: The report was handed out at this meeting. Mr. Glossinger apologized that it was not in the packet but he had to go on vacation during this time.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library: Mr. Glossinger reported that the Friends are working on the trust and it should be in place soon.
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
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Page 4
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board Meeting on Wednesday, October 22, 2008, at 2:00 PM in the Meeting Room.
XIII. ADJOURNMENT: Motion was made by Cheryl Bohlim and seconded by Don Martin to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:20 PM.
September 10, 2008 [To The Top]
MINUTES OF THE SPECIAL BOARD MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' Special Board Meeting was called to order by Dr. Kenneth Rottman, Vice President, on Wednesday, September 10, 2008, at 2:00 PM. This special meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Hazel Thomas Assistant Secretary
Cheryl Bohlim, Member
Ed Frank, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Those members absent:
Robert Reyher, President
Samuel Ferguson, Member
II. PUBLIC HEARING: The Library's 2009 budget was advertised twice in two papers which is required. It was in the News Dispatch and the La Porte Herald Argus on August 31 and September 7. The estimated budget for the Operating Fund is $3,143,824. The estimated budget for Library Improvement Reserve Fund (LIRF) is $200,000. The estimated maximum levy is $2,708,300. The net assessed valuation is $1,856,718,180. The tax rate is .1459.
There were no comments or questions from the public.
III. ADJOURNMENT: Motion was made by Don Martin and seconded by Cheryl Bohlim to adjourn this meeting. All yea. No nay. Motion carried. The meeting adjourned at 2:05 PM.
August 27, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Ken Rottman, Vice President, on Wednesday, August 27, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Don Glossinger, Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Marty Ethridge, Maint. Supervisor
Sandra Bureau, Maint. III
Those members absent:
Robert Reyher, President
II. PUBLIC COMMENTS: Mr. Ethridge, Maintenance Supervisor, introduced Sandra Bureau as the new employee in our Maintenance Department. She was welcomed by the Board then they left the meeting.
III. MINUTES: Motion was made by Don Martin and seconded by Sam Ferguson to approve the Minutes of the regular Board meeting of July 23, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended July 31, 2008, shows an Operating Fund balance of $807,661.98 and a total funds balance of $2,871,047.58. The Operating Fund received in July $6,668.47 and expended $180,916.18. The Cash Flow Statement was included in the packet for the Board's review.
B. Approval of Bills: Two additional bills were added to the List of
Warrants: Circle R Mechanical payments 1 and 2 for our HVAC units in the amount
of $168, 197.50 and the credit card bill. Motion was made by Don Martin and
seconded by Sam Ferguson to approve the List of Warrants of August 27, 2008, as
presented. All yea. No nay. Motion carried.
_____
Page 2 (Continued from IV. Financial Reports)
C. Approval needed to Advertise for 2009 Budget: Board approval is needed to advertise the Library's 2009 budget in the News Dispatch and the LaPorte Herald-Argus as required by the State. The estimated budget for the Operating Fund is $3,143,824. This will be requesting a maximum levy of $2,708,300. The Library Improvement Reserve Fund estimated budget is $200,000 and this brings the tax rate that we are asking for to .1459. Motion was made by Ed Frank and seconded by Don Martin to approve the advertising of the Library's 2009 budget. All yea. No nay. Motion carried.
D. Other: No report.
V. CORRESPONDENCE: Don Martin reported that Elks BPOE Lodge 432, donated $392 to the Library's Literacy Fund. Hollis Schumaker and Henry Schultz are the contacts. Chuck and Gen De Young donated $50 to the Library's Literacy Fund.
The Writing Out Loud Donations are: Edwin and Joan Enright - $25.00; Chuck and Gen De Young - $200; Tom and Betty Pellegrini - $100; Philip and Betty Gehring - $50; and Thelma Westman - $35.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: The painting project on the exterior of the building was completed last Friday. We are waiting for the project manager to do the punch list.
The new HVAC units will be installed next week starting Monday. We will keep the Library and parking lot closed until 10:00 AM on Monday and Tuesday to make it convenient for the installers. This should be completed by the following Friday. Our own maintenance people will paint the platform the units are on.
Statistics and department information was submitted in the packet.
_____
Page 3
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Sam Ferguson reported that the Committee met on August 13 and they were briefed on the progress on the two current projects. Mr. Glossinger also proposed a list of building projects lasting into 2012 which can be modified as needed. Motion was made by Sam Ferguson and seconded by Don Martin to approve the list of projects proposed for the years 2008-2012. All projects are subject to a needs assessment and available funding. All yea. No nay. Motion carried.
Mr. Glossinger brought to the Board's attention that some of the dampers need to be replaced so when the crew come to balance the new units they will do the needed repairs or replacements and Mr. Glossinger suggested transferring an additional $11,000 from LIRF to the Operating Fund to cover this expense if needed. Motion was made by Sam Ferguson and seconded by Hazel Thomas to transfer an additional $11,000 from LIRF to repair or replace the dampers. All yea. No nay. Motion carried.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: Sam Ferguson will be unable to attend the
Special Board Meeting on September 10 which is the public hearing for the
Library's 2009 budget. All present today will be able to attend the next
regular Board Meeting on Wednesday, September 24, 2008, at 2:00 PM in the
Meeting Room.
_____
XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. The meeting adjourned at 2:20 PM.
July 23, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Robert Reyher, President, on Wednesday, July 23, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Ken Rottman, Vice President
Don Martin, Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assit. Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Those members absent:
Hazel Thomas, Assistant Secretary
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Mr. Ferguson to approve the Minutes of the regular Board meeting of June 25, 2008 as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended June 30, 2008, shows an Operating Fund balance of $981,909.69 and a total funds balance of $3,053,501.41. The Operating Fund received in June $900,286.33. This included CAGIT, Property Tax Replacement Credit and the mid year Bond Bank loan. The total Operating Fund expenses for June were $203,576.54. The budget for this time of year should be at 50% and we are slightly better with 56.26%.
B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Don Martin to approve the List of Warrants of July 23, 2008, as presented. All yea. No nay. Motion carried.
C. Other: No report.
_____
Page 2
V. CORRESPONDENCE: Don Martin reported that Mrs. Jacqueline Widmar Stewart donated 3 copies of "The Glaciers' Treasure Trove" - A Field Guide to the Lake Michigan Riviera.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Mr. Glossinger reported that the Youth Services Summer Reading Program this year is "Celebrate Books" and began the week of June 9. Mr. Smith has been working on our new contract with AT&T to cover the next 36 months. Also, Mr. Smith began work on the next Universal Service Fund application for 2008-2009. Mr. Schaaf has been upgrading the library's Internet infrastructure. He is currently working with ADSNET to finalize details on switching our connection to fiber. INSPIRE has undergone a number of changes designed to make searching easier for patrons. The Interlibrary Loan program has been changed and now all processing is funneled through State ILL staff located at Indianapolis-Marion County Public Library. We expect that the change will be seamless for patrons. The next movie in the park is Surf's Up. Mr. Glossinger and Beth Thiede attended the Department of Local Government Finance Budget Workshop in LaPorte. The statistics report shows traffic down 2% and total circulations up 1%.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: Mr. Glossinger reported that the Friends are working on establishing a trust for the library as the Platt/Coffin Fund will eventually be deposited in the Endowment Fund where the investments are limited.
D. Policy and Procedures Committee Update: No report.
_____
Page 3 (Continued from VIII. Committee Reports)
E. Budget and Finance Committee Update: Mr. Ferguson reported that the committee met on July 16 to review and discuss the 2009 budget. Library administration addressed questions the committee had regarding particular lines in the budget. The committee would like to present the 2009 budget to the library board for their review at this time. The board will be asked to approve advertising of the budget at the next regular board meeting on Wednesday, August 27, 2008, at 2:00 PM.
Library administration also shared information they received from the county auditor regarding the budget review by the county council and an update on where the county is in the taxing process. The county auditor has requested we submit our budget information to their office by August 4 in order to comply with the regulations in House Bill 1001.
F. Technology Committee Update: No report.
IX. NEW BUSINESS:
A. INCOLSA Board Representative Appointment: Motion was made by Don Martin and seconded by Cheryl Bohlim to appoint Andrew Smith Director to the Indiana Cooperative Library Services Authority, representing the Michigan City Public Library, for a three-year term. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, August 27, 2008, at 2:00 PM in the Library's Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Frank to adjourn this meeting. All yea. No nay. Motion carried. The meeting adjourned at 2:17 PM.
June 25, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Ken Rottman, Vice President, on Wednesday, June 25, 2008, at 2:05 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Robert Reyher, President
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assit. Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Cyndie McKinney, Literacy Super.
II. PUBLIC COMMENTS: No comments.
At this time, Mr. Reyher took over the meeting.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Mr. Ferguson to approve the Minutes of the regular Board meeting of May 28, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2008, shows an Operating Fund balance of $285,199.90 and a total funds balance of $2,353,574.43. The Operating Fund received in May $207,499.43 and this included the interim Indiana Bond Bank Loan of $200,000.00. The total Operating Fund expenses for May were $204,602.05. The Cash Flow Report was included in the packet
B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Judge Martin to approve the List of Warrants of June 25, 2008, as presented. All yea. No nay. Motion carried.
_____
Page 2 (Continued from IV. Financial Reports)
C. Proposed Budget Dates: These dates were submitted in the packet. There is only one meeting to be held outside of the regular Board meetings and that will be a Public Hearing at a Special Board Meeting on September 10. The Finance/Budget Committee must meet prior to the July 23 Board Meeting.
D. Other: No report.
V. CORRESPONDENCE: Judge Martin reported to the Board the many donations we received for the Library's Literacy Program. Donations were received from Messrs. Faucett and Giniat, Alpha Delta Kappa, Woodruff & Sons, Inc., The News-Dispatch, Michigan City Dental, Dr. & Mrs. James Kennedy, Chicago Southshore and South Bend Railroad, and Mr. Stephen S. Clark. A total of $1,770.00 cash donations plus two large pizza certificates were received for the Literacy Program from our request letter sent April 28, 2008.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Mr. Glossinger reported that Beth Thiede received her Masters of Science of Accountancy, which is good for her job. The Reference Department has added an option to our interlibrary loan procedures - patrons can now be notified via email that a book has arrived. The department is also looking at ways to standardize the interlibrary loan procedures to bring them into line with circulation procedures. It tends to be easier for patrons when procedures are as similar as possible in all departments. Two of our reference staff attended V-CAN (Voluntary Community Assistance Network) training sessions to improve patron access to assistance programs such as cash assistance, food stamps and Medicaid. Public Relations reported that the first movie in the park was well attended. Our Literacy Program reported another success story on a high school student who was failing geometry before coming to our program. His last two test scores were a 97% and 100%. Youth Services completed the final preparations for the Summer Reading Program - "Celebrate Books". It started June 9 and will end July 19. We are working on the budget and, with the information we have, it appears we are in good shape. A Financial Committee will need to be scheduled shortly. We hosted a Northwest Indiana Directors Meeting here recently and received many compliments on how nice our building is. Our Maintenance Department does a fine job in keeping the grounds and building in good condition. Minutes of the Meeting June 25, 2008
_____
Page 3 (Continued from VII. Director's Report)
Mr. Glossinger also reported that he attended a pre-construction meeting with the painting and heating air conditioning contractors. The painting will begin June 30 and be completed August 29. The Heating/Air Conditioning Units will be replaced in September and/or October. It is receiving the units that will be timely.
Circulation has processed 166 new library cards in May. Our total circulation is up 1%.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: This was covered under the Director's report.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update:
Mr. Glossinger asked the Board for a fine and fee increase because basically we are looking at 2010 and a budget cut of $125,000. We have had the fees cut in the past and we have not had fines increased since about 1967. The increase is 50% and should be painless. The other policies needed reviewing and the State wanted the Board to reiterate the non-resident card fee. All this was accomplished at the committee meeting.
Mrs. Thomas reported that the Committee met on Wednesday, June 18 and the following items were discussed at the meeting and are recommended to be effective August 1, 2008.
1. Borrowing Limits: It was recommended that the maximum number of items a patron can borrow at any given time be lowered from 50 to 30. Motion was made by Mrs. Thomas and seconded by Mr. Frank to lower the maximum number of items allowed to be borrowed from 50 to 30. All yea. No nay. Motion carried.
_____
Page 4 (Continued from VIII. D. Policy and Procedures Committee Update)
2. Refund for Returned Items: Currently, patrons are entitled a refund if they have paid for lost material, find it, and return it in undamaged condition within one year of payment. It is recommended that the time limit be reduced to 30 days. The refund will be for the cost of the item only. Processing fees and fines are not refundable. Motion was made by Mrs. Thomas and seconded by Dr. Rottman to set the time limit at 30 days for refunds of payments for lost material that has been returned. All yea. No nay. Motion carried.
3. Reserve Fees: It was recommended that a fee of 50 cents be charged for Inter-library loan requests. As is done in Circulation with reserves, the fee is charged when the item comes in. Patrons will be charged this fee regardless of whether they check it out or not. The reserve fee in Circulation will be raised from 25 cents to 50 cents. Motion was made by Mrs. Thomas and seconded by Dr. Rottman to charge 50 cents for Inter-library loan requests and to reserve material in Circulation. All yea. No nay. Motion carried.
4. Fines and Fees: It was recommended that overdue fines be increased from 10 cents per day to 15 cents per day and copier, reader-printer, and computer printing fees be increased from 10 cents per page to 15 cents per page. The maximum fine charged for overdue materials will not be changed. Motion was made by Mrs. Thomas and seconded by Dr. Rottman to charge 15 cents for overdue fines, copier fees, reader-printer fees and computer printing fees. All yea. No nay. Motion carried.
Mr. Ferguson said the public should be made aware of these changes. Mr. Glossinger reported that these changes will not be effective until August 1, 2008, which will give us enough time to post and advertise these changes.
Mr. Ferguson asked if this is what other libraries are charging. Mr. Glossinger said it is universal among libraries and in some cases we are lower.
5. Non-Resident Card Fee: The Non-resident fee for a library card was reviewed. We currently charge $75 for a non-resident card. It was recommended that the fee stay the same. The State wants this on record that this was reviewed. Motion was made by Mrs. Thomas and seconded by Dr. Rottman to keep the fee for a non-resident library card at $75. All yea. No nay. Motion carried.
_____
Page 5 (Continued from VII. Committee Reports)
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
IX, NEW BUSINESS: Mrs. McKinney reported that a lot of new books are needed for the Literacy Program and that is why we are applying for the Michigan City Community Enrichment Corporation grant. Mrs. McKinney reported on the type of books needed and their cost. Also reported is where the Literacy Program gets its revenue. Mr. Glossinger reported that a pledge of $1,160 from the Library's Endowment Fund would be included if the Board approves. If the grant is approved, we would receive the money around November. After discussion, motion was made by Dr. Rottman and seconded by Ms. Bohlim to approve the Grant Application from the Michigan City Community Enrichment Corporation. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, July 23, 2008, at 2:00 PM in the Library's Meeting Room.
XIII. ADJOURNMENT: Motion was made by Judge Martin and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:35 PM.
May 28, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Robert Reyher, President , on Wednesday, May 28, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those Members in Attendance:
Kenneth Rottman, Vice President
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in Attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Lori Richardson, Y.S. Dept Head
Douglas Wickstrom, Fanning/Howey
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Judge Martin to approve the Minutes of the regular Board meeting of April 23, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2008, shows an Operating Fund balance of $282,302.52 and a total funds balance of $ 2,342,905.07. The Operating Fund received in April $6,752.88. The total expenditures in April were $231,003.20.
B. Approval of Bills: Motion was made by Mr. Ferguson and seconded by Judge Martin to approve the List of Warrants of May 28, 2008, as presented. All yea. No nay. Motion carried.
C. Other: We should be receiving today $200,000 as partial payment of
our mid-year Bond Bank loan. The rest should be received in June for a total
borrowed of $979,799.00.
_____
Page 2 (Continued from IV. C. Other Financial Reports)
The County Auditor expects provisional tax bills to be sent in July.
V. CORRESPONDENCE: Judge Martin reported that the following gave donations to our Literacy Program: Animal Wellness Clinic, Haas & Associates Consulting Engineers, Devries Tire Company, L. Rhett Fagg, D.D.S., Wellness Specialists, Inc., General Insurance Services, Inc., Tri-Kappa Associate Chapter, First Trust Credit Union, Mary Lou Linnen, and Mr.& Mrs. Charles De Young. Albano's Villa donated two large pizza certificates as rewards for volunteers/tutors or students. The total cash donations so far are $700.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: The Lincoln project ended in April with a closing ceremony on April 4. There were over 3,000 children who participated in the nearly 100 programs that the Youth Services Dept. conducted.
On April 28, 12 staff including Andrew Smith were trained in CPR and use of the new defibrillator. Thanks to Sarah Redden, Effie Fowler, Barbara Miller, Jennifer McFerron, Aurelia Agnew, Chris Wiegand, Lori Richardson, Marina Santos, Susan Branch, Marty Ethridge, and Robin Kohn for their participation. We hope to have another training session this fall for a few more staff. The defibrillator is located in Circulation.
Mr. Glossinger read this interesting story from Mrs. McKinney's report. "One of our adult dyslexic students has been coming for several months to learn to read using our new reading program, Wilson. Previously he was unable to get a job or to get into automotive trade schools because of his disability and the fact that he couldn't read or write. His tutor just shared with me that a local company just hired him because he was coming here for tutoring. They also told him they wanted him to continue and would give him paid release work time to do so."
Circulation reports that the library had 22,123 visits during the month of
April. We had 9 days where the people count was over 800, 3 days where the
people count was over 900 and 2 days where the people count was over 1000.
_____
Page 3 (Continued from VII. Director's Report)
The films for this summer in the park were chosen. This program is co-sponsored with the Park Department. The first film is Water Horse on June 20; Surf's Up on July 25; and The Spiderwick Chronicles on August 8.
The Library's website is in the process of being revamped. The goal is to keep the website user-friendly, easy to navigate, and informative, but updated and more organized.
There have been upgrades in the computer lab - we now have new thin monitors at all computer stations which gives each station additional space. Most patrons are adapting easily to the flash drives and we've even sold a few.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Ferguson reported that the bid opening was held last week with good participation. Mr. Doug Wickstrom is here to make recommendations on the exterior painting and HVAC replacement projects. Mr. Wickstrom reported that in respect to the exterior painting project, the lowest bid was submitted by Oosterbaan & Sons Co. Fanning/Howey contacted them and based on the post bid interview discussions, this bidder did not include the removal and replacement of all of the sealant. This bid is therefore considered to be non-responsive.
The next low bid for the exterior painting project was submitted by G.P. Maintenance Services, Inc. Fanning/Howey contacted G.P. Maintenance Services, Inc. and they stated they will honor their bid and complete the project in accordance to the schedule established within the bidding documents. Also contacted were various references and favorable comments were received from all of them. This bid is considered to be the lowest responsive bid.
In respect to the HVAC replacement project, the lowest bid was submitted by
Circle "R" Mechanical, Inc. Fanning/Howey contacted them and based on
post bid interview discussions, Circle "R" Mechanical, Inc. will honor
their bid and complete the project in accordance to the schedule established
within the bidding documents. This bid is considered to be the lowest responsive
bid.
_____
Page 4 (Continued from VIII. A. Building & Grounds Committee)
Therefore, based on discussions with G.P. Maintenance Services, Inc. and
Circle "R" Mechanical, Inc., Fanning/Howey see no reason for the
Michigan City Public Library not to award the contracts as follows:
Base Bid "A" - Exterior
Painting
G.P. Maintenance Services, Inc.
Palos Hills, Illinois
$68,800.00
Base Bid "B" - Mechanical Replacement with
Carrier
as the Manufacturer
Circle "R" Mechanical Inc.
Portage, Indiana
$199,860.00
Total
$268,660.00
Discussion ensued and Mr. Wickstrom answered all the questions the Board members had.
Motion was made by Dr. Rottman and seconded by Judge Martin to award the exterior painting contract to G.P. Maintenance Services, Inc. for $68,800.00. All yea. No nay. Motion carried.
Motion was made by Dr. Rottman and seconded by Mr. Ferguson to award the HVAC replacement project to Circle "R" Mechanical, Inc. for $199,860.00. All yea. No nay. Motion carried.
B. Personnel Committee Update: Ms. Bohlim reported that the Committee met on Monday, May 19, to discuss the Librarian IV position in Youth Services that will be vacated on May 30. Administration asked that this position be changed to a full-time Clerk I classification. This new position will combine the duties of the Librarian IV and Clerk II positions. This will result in a cost savings to the library. Discussion ensued and motion was made by Ms. Bohlim and seconded by Mrs. Thomas to change the Librarian IV position to a full-time Clerk I classification, effective June 1. All yea. No nay. Motion carried.
C. Friends of the Michigan City Public Library Update: No report.
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Page 5 (Continued from VIII. Committee Reports)
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, June 25, 2008, at 2:00 PM in the Library's Meeting Room.
XIII. ADJOURNMENT: Motion was made by Judge Martin and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:15 PM.
April 23, 2008 [To The Top]
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Kenneth Rottman, Vice President, on Wednesday, April 23, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Don Glossinger, Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Edward Sawa, Rep. Fanning/Howey
Lori Richardson, Y.S. Head
Jennifer McFerron, Ref. Head
Cynthia McKinney, Lit. Supervisor
Robin Kohn, Public Relations Spec.
Dan Schaaf, Technology Specialist
Those members absent:
Robert Reyher, President
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Mrs. Thomas and seconded by Mr. Ferguson to approve the Minutes of the regular Board meeting of March 26, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2008, shows an Operating Fund balance of $506,552.84 and a total funds balance of $2,569,496.47. The Operating Fund received in March $8,759.00 and the expenditures were $207,901.90. The Cash Flow Statement was included in the packet for review.
B. Approval of Bills: Motion was made by Judge Martin and seconded by
Mr. Ferguson to approve the List of Warrants of April 23, 2008, as presented.
All yea. No nay. Motion carried.
_____
Page 2 (Continued from IV. Financial Reports)
C. Other: We received the documents for the mid-year loan from Indiana Bond Bank and we need approval to proceed. We also need approval to have the Vice-President sign the documents in the absence of the President. Motion was made by Judge Martin and seconded by Mr. Ferguson to proceed with the Indiana Bond Bank mid-year loan program and to approve of Vice-President Dr. Rottman signing the documents. All yea. No nay. Motion carried.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Mr. Glossinger presented the State of the Library address to the Board and those present. He briefly covered the library's statistics, the many programs and improved services and also the many and ongoing building improvements. It was a good year. The address will be filed with the Minutes in the office.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Frank reported that the Committee met before this meeting to go over the documents with Fanning/Howey Associates for the exterior painting and the replacement of the HVAC units. Mr. Frank made the motion to release these documents to bidders and to advertise on Monday, April 28. Seconded by Mrs. Thomas. All yea. No nay. Motion carried.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Budget and Finance Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
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Page 3
XI. BOARD COMMENTS: Mrs. Thomas thanked Mr. Glossinger for the annual update of the library and agrees it is a very good library.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, May 28, 2008, at 2:00 PM in the Library's Meeting Room.
XIII. ADJOURNMENT: Motion was made by Judge Martin and seconded by Mr. Ferguson to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:27 PM.
March 26, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Kenneth Rottman, Vice President, on Wednesday, March 26, 2008, at 2:02 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Mr. Payne, Rep. of our Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Edward Sawa, Rep. Fanning/Howey
Those members absent:
Robert Reyer, President
Cheryl Bohlim, Member
_____
II. PUBLIC COMMENTS: There were no comments:
III. MINUTES: Motion was made by Mr. Ferguson and seconded by Judge Martin to approve the Minutes of the regular Board meeting of February 27, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 29, 2008, shows an Operating Fund balance of $955,695.74 and a total funds balance of $2,767,392.72. The Operating Fund received in February $1,936,503.28 which includes property tax draw and CAGIT. The expenditures for February were $296,883.90. The Indiana Bond Bank 2007 Year-End loan was repaid so we are now current with them.
B. Approval of Bills: Motion was made by Mr. Ferguson and seconded by
Judge Martin to approve the List of Warrants of March 26, 2008, as presented.
All yea. No nay. Motion carried.
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Page 2 (Continued from IV. Financial Reports)
C. Indiana Bond Bank Mid-Year Program: The Indiana Bond Bank is offering another Mid Year Funding Program since the June tax draw will be delayed because the assessed values certification is behind schedule. We would receive funds in May and June to cover our cash flow needs throughout the year. It is estimated we would need $1,000,000. Board approval at this time is needed to proceed with the borrowing process. Motion was made by Judge Martin and seconded by Mr. Frank to proceed with the borrowing process from Indiana Bond Bank. All yea. No nay. Motion carried.
D. Repay LIRF from Operating Fund: Motion was made by Mr. Ferguson and seconded by Judge Martin to approve the following resolution: "Whereas the Michigan City Public Library has received property tax revenue sufficient to repay the interfund loan made from LIRF in the amount of $250,000,
Be it resolved, that the Board of Trustees of the Michigan City Public Library do transfer the sum of $250,000 from the Operating Fund to the Library Improvement Reserve Fund. A vote was called. All yea. No nay. Motion carried.
E. Other: No report.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Mr. Glossinger thanked the Board of Trustees and the staff for all the support he has received during his medical leave.
He is especially appreciative of Andrew Smith and Beth Thiede for assuming
his duties. Their able management not only kept the library in fine order but
enabled us to move forward with critical projects without delay. It is good to
be back. "What do I come back to but gloom and doom and budget slashing -
but not at the Michigan City Public Library. We are in fine shape financially.
We have no plans to cut services now or in the future. We will not feel any
impact on these budget cuts that have been handed down to us by the state this
year nor will we feel the effects next year. We are, however, working on all
these administrative details that we can possibly work on to save even more
money. Working efficiently is nothing new to this organization.
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Page 3 (Continued from VII. Director's Report)
The Board of Trustees directed administrations in the past and me especially seven years ago, to save a piece of our budget for library improvement. We did that and that meant we had to be efficient in our spending; we took no long term debt, we saved part of our money and we remodeled this library. We have a couple more projects going and we have a couple in the future but we are mostly done remodeling this library so we can afford to take a cut. In 2010 we will have to look for a little more money and we are starting today to find that money. I think all will be well."
Mr. Glossinger was thanked for his report.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Ferguson reported that
the committee met on March 19 and discussed replacing the telephone system,
paint and caulk the exterior of the building (including the courtyard), and
replace the HVAC units. A proposal from Fanning/Howey for their professional
services to administer these three projects for the library was submitted.
Additional information about the proposed new phone system was received and
administration determined it would not be beneficial to replace the system.
Therefore, the phone system project has been removed from the initial proposal
from Fanning/Howey. Motion was made by Mr. Ferguson and seconded by Judge Martin
to accept the proposal from Fanning/Howey, for a fixed fee of $38,000, to
administer the painting/caulking of the building and HVAC replacement projects,
amended to remove proposed fees relating to the phone system project. Mr. Frank
inquired when these projects will be completed. Mr. Sawa said that Fanning/Howey
will begin preparations of the documents and present drawings to the Board at
their April 23 meeting for final approval. They will advertise and issue bidding
documents to bidders on April 28, have a prebid meeting on May 7 and advertise
for bids again on May 11. Fanning/Howey will have a week to evaluate the bids
and make their recommendations to the Board at their May 28 meeting, then the
contract will be awarded This summer the work will be completed. A vote was
called. All yea. No nay. Motion carried.
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Page 4 (Continued from VIII. Committee Reports)
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: Mr. Smith reported that the Friends met and discussed new things that they are investigating. They will report to the Board when they are ready.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: To proceed with our building projects, today we need to appoint committee members to serve on the Common Construction Wages Committee. This Committee will meet next Wednesday, April 2, in LaPorte. Dr. Rottman appointed Don Glossinger as the owner representative, Hazel Thomas as awarding agency taxpayer representative and William Hager as County Commissioner taxpayer representative.
A. Public Records Preservation and Destruction: Motion was made by Mrs. Thomas and seconded by Mr. Frank to destroy the public records that have reached their term as presented. All yea. No nay. Motion carried.
B. Board approval needed to open the Library at 10:00 AM on May 20, 2008, for staff appreciation breakfast. Motion was made by Mrs. Thomas and seconded by Mr. Ferguson to open the Library at 10:00 AM on May 20, 2008, for the staff appreciation breakfast. The Board is invited. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: There were no comments.
XI. BOARD COMMENTS: Mr. Ferguson spoke on behalf of the Board that they are glad to have Don back.
XII. QUORUM DETERMINATION: All present today will be able to attend
the next regular Board meeting on Wednesday, April 23, 2008, at 2:00 PM in the
Library's Meeting Room.
_____
Page 5
XIII. ADJOURNMENT: Motion was made by Mr. Ferguson and seconded by Judge Martin to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:25 PM.
February 27, 2008 [To The Top]
MINUTES OF THE MINUTES
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Robert Reyher, President, on Wednesday, February 27, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Kurt Earnst, Legal Counsel
Cherly Bohlim, Member
Samuel Ferguson, Member
Others in attendance:
Andrew Smith, Assistant Director
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Those members absent:
Kenneth Rottman, Vice President
Edward Frank, Member
II. PUBLIC COMMENTS: There were no comments.
III. MINUTES:
A. Minutes of Executive Session: Motion was made by Mrs. Thomas and seconded by Judge Martin to approve the Minutes of the Executive Session of January 23, 2008, as presented. All yea. No nay. Motion carried.
B. Minutes of the regular Board Meeting: Motion was made by Mr. Ferguson and seconded by Ms. Bohlim to approve the Minutes of the regular Board meeting of January 23, 2008, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended January 31, 2008, shows an Operating Fund balance of $804,829.36 and a total funds balance of $2,609,820.84. The Operating Fund received $854,789.38 due to our receiving the remainder of our 2008 Indiana Bond Bank loan. The expenditures for the month were $239,325.55. We repaid a portion of our 2007 rollover loan in the amount of $275,000; the remaining balance is approximately $1,400,000.00. We will be getting some or all of our property tax draw this Friday.
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Page 2 (Continued from IV. Financial Reports)
B. Approval of Bills: There is a correction on page 2 under Equipment, voucher #13082. The amount of $1,738.01 was moved from Equipment Line to Endowment Earnings. Motion was made by Judge Martin and seconded by Mrs. Thomas to approve the List of Warrants of February 27, 2008, as corrected. All yea. No nay. Motion carried.
C. Other: No report.
V. CORRESPONDENCE: Judge Martin reported that the Caughey Family donated $20.00 toward a memorial book in honor of Mrs. Leona Brown.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: Mr. Smith, on behalf of Don Glossinger and himself, thanked Robin Kohn, Lynn Blitstein, Dan Schaaf, Don Varda and Jennifer McFerron and basically everyone on the staff who made the opening of the Lincoln display an overwhelming success. Mr. Smith also thanked Carl Anderson for the diorama of the Civil War that he made and is on display. We also received a 128 volume set of books entitled "The War of the Rebellion for use in our Genealogy Department.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Ferguson reported that a meeting is being planned for March 19 but this will be confirmed when we know for sure.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No new business.
X. PUBLIC COMMENTS: No comments.
___
Page 3
XI. BOARD COMMENTS: Ms. Bohlim gave high praise to the staff who made the Lincoln opening very enjoyable.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board Meeting on Wednesday, March 26, 2008, at 2:00 PM in the Library's Meeting Room.
XIII. ADJOURNMENT: Motion was made by Ms. Bohlim and seconded by Judge Martin to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:08 PM.
January 23, 2008 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Robert Reyher, President, on Wednesday, January 23, 2008, at 2:20 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Kenneth Rottman, Vice President
Don Martin, Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member
Others in attendance:
Andrew Smith, Assistant Director
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secy.
Don Varda, Lib. Development
Those members absent:
Hazel Thomas, Assistant Secretary
II. OATH OF OFFICE FOR REAPPOINTMENT: Judge Don Martin presided over the Oath of Office taken by Mr. Robert Reyher. Mr. Reyher was congratulated on his reappointment.
III. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Ms. Bohlim to adjourn this portion of the meeting in order to hold a Board of Finance. All yea. No nay. The meeting adjourned at 2:22 PM.
1. CALL TO ORDER: The Board of Finance meeting was called to order by Mr. Reyher at 2:22 PM.
2. ELECT PRESIDENT AND SECRETARY: Motion was made by Dr. Rottman and seconded by Ms. Bohlim to nominate Mr. Ferguson as President and Judge Martin as Secretary of the Board of Finance. There were no other nominations. A vote was called. All yea. No nay. Motion carried.
3. REPORT ON 2007 INVESTMENTS: The Library's general checking account is at Horizon Bank and has a balance of $877,907.04. The Library's High-Yield Money Market account is at Fifth Third Bank and has a balance of $20,262.39
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Page 2 (Continued from Board of Finance - 3. Report on Investments)
The Endowment Investment Fund at Horizon Trust has a balance of $890,004.39. The Platt-Coffin Estate Investments account also at Horizon Trust has a balance of $481,603.97. The total on deposit at December 31, 2007, is $2,269,777.79.
4. SET INVESTMENT POLICY: There have been no changes since 2006 and there are no changes recommended at this time. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to accept the Michigan City Public Library's Investment Policy as presented. All yea. No nay. Motion carried.
5. DESIGNATE DEPOSITORIES: It is recommended that we stay with the Library's current depositories: Horizon and Fifth Third. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to continue with our current depositories. All yea. No nay. Motion carried.
6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Frank to adjourn this Board of Finance meeting. All yea. No nay. Board of Finance adjourned at 2:27 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Mr. Reyher, President, at 2:27 PM.
II. PUBLIC COMMENTS: There were no comments.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the Minutes of the regular Board meeting of December 19, 2007, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended December 31, 2007, shows an Operating Fund balance of $464,365.53 and a total funds balance of $2,269,777.79. The Library received in December $481,489.64 which included the excise taxes, financial institution tax and the advance draw. We paid $275,000 towards our 2007 rollover note from the advance draw. The current expenses are $514,749.67.
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Page 3 (Continued from IV. Financial Reports)
B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the List of Warrants of January 23, 2008, as presented. All yea. No nay. Motion carried.
C. Cancellation of Warrants: The following resolution needs approval: "Pursuant to IC 5-11-10.5, the following list of checks have been outstanding for more than two years and therefore shall be voided and amounts returned to the fund or funds upon which they were originally drawn."
Check # Vendor Amount Fund
31912 Leiby, Kelly W. $ 16.00 Operating-Account 3950
32188 Glowacki, Gene $ 19.00 Operating-Account 3950
32281 Durham, Sarah $350.00 Platt-Coffin Fund
32453 Whitehead, Kelly $ 25.00 Operating-Account 3950
32505 Lopez, Jose $ 15.00 Operating-Account 3950
32937 Washington, Teresa $ 16.00 Operating-Account 3950
The total amount of outstanding checks is $441.00; $350.00 goes back into Platt-Coffin Fund and $91.00 returns to the Operating Fund.
Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the above resolution as presented. All yea. No nay. Motion carried.
D. Other: No report.
V. CORRESPONDENCE: Judge Martin reported that the First Presbyterian Church donated $20 to our Literacy Program. Mr. & Mrs. R. Brodie III donated $50 to our Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR'S REPORT: The report was submitted in the packet. Mr. Smith reminded the Board that the Lincoln project begins February 23 and ends April 4. Also, Mr. Glossinger will be presenting the State of the Library address at the February Board Meeting.
___
Page 4
VIII. COMMITTEE REPORTS: The new committee assignments were handed out to the Board members.
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: Mr. Ed Frank will be unable to attend the next regular Board Meeting on Wednesday, February 27, 2008, at 2:00 PM in the Library's Meeting Room. Dr. Rottman may not be able to attend.
XIII. ADJOURNMENT: Motion was made by Mr. Ferguson and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:35 PM.
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